Accounting Coordinator (Payroll and AP)

Description

 Housing Catalyst Financial Services Department

Join Our Team at Housing Catalyst! We're dedicated to transforming communities through affordable housing, fostering a supportive environment where teamwork, compassion, and professional growth thrive. Based in Fort Collins, Colorado, with its vibrant arts scene and abundant outdoor activities, we offer comprehensive benefits, wellness programs, and innovative initiatives to enhance work-life balance.

About Working at Housing Catalyst

Our work can only succeed with a strong team of people who are passionate about affordable housing and its positive impact on lives and communities. Our organization cares deeply about the people we serve, and we care about our employees who work hard to support them. As such, we are committed to our employees’ professional development as well as their health and wellness. Housing Catalyst creates a supportive work environment, emphasizing its core values of teamwork, compassion, honesty, accountability, and fun. We provide programs geared toward wellness, mindfulness, and various employee enrichment opportunities. We have an active total worker health committee that encourages work-life balance, mindfulness, and healthy lifestyles with numerous activities throughout the year. Our excellent benefits package includes medical, dental, and life insurance, counseling support through an employee assistance program, paid holidays, and personal time off, as well as retirement benefits. Housing Catalyst participates annually in a wellness campaign. We are recognized as a Health Links Certified Healthy Workplace™ Leader in the state of Colorado. We periodically offer mindfulness classes and our mindfulness program has even been in the news.

Compensation and Benefits

• Initial Hiring Range: $66,348 - $81,480 annually
• Expected Salary Range: $66,348 - $89,240 annually
• Training Range (for candidates with unfulfilled qualifications): $58,200 - $65,960
• Comprehensive benefits package including medical, dental, vision, and life insurance
• Generous vacation and holidays
• Retirement benefits

Position Summary

The primary purpose of this position is to oversee day-to-day payroll and accounts payable operations, including hands-on payroll processing, supervision of accounts payable staff, workflow oversight, issue resolution, and support for related accounting activities. The position also ensures work is completed accurately and timely, supports process improvements and performs related accounting activities.

Essential Duties and Responsibilities

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed.

Payroll Operations – Approx. 35%

• Process bi-weekly payroll after Talent Management has completed review of employee time entry records and confirmed payroll is ready for processing.
• Conduct in-depth review and validation of payroll data and supporting documentation, including approved personnel changes, deductions, benefit changes, garnishments, payouts, and other payroll inputs; independently research and resolve discrepancies before payroll is submitted for final management review and submittal. Identify potential compliance or control issues and coordinate resolution or escalate matters requiring additional review.
• Complete post-submission payroll activities, including initiating and reconciling HSA, FSA and retirement plan contributions and transfers, verifying payroll-related funding and disbursements, and preparing and posting required payroll accounting entries and reconciliations.
• Prepare payroll registers, reports, journal entries, allocations, and supporting documentation, including month-end and year-end payroll related accounting activities.
• Maintain payroll records and support compliance with applicable laws, regulations, policies, procedures, and internal controls.
• Perform payroll tax reconciliations and support quarterly and year-end payroll reporting, including preparation and reconciliation of W-2s and related payroll tax filings, as applicable

Accounts Payable Oversight – Approx. 30%

• Oversee day-to-day accounts payable operations to ensure invoices, payments, and related transactions are processed accurately, timely, and in accordance with established procedures and internal controls. 
• Provide work direction, training, guidance, and day-to-day oversight to accounts payable staff; monitor workflow and workload, help prioritize competing deadlines, review work for accuracy and completeness, and provide guidance on resolving issues and determining when escalation is appropriate.
• Support procurement, purchase order, invoice approval, and payment workflows, and follow up on discrepancies, exceptions, or incomplete documentation as needed.
• Review vendor master changes and payment support in accordance with dual-control and fraud-prevention procedures
• Identify potential payment risks, unusual transactions, control weaknesses, and recurring processing issues; coordinate appropriate follow-up and escalate concerns when necessary.

Accounting Operations and Manager Support – Approx. 35%

• Serve as a key operational resource to the Accounting Manager by monitoring payroll and accounts payable activities, identifying potential issues or gaps, recommending solutions, and assisting with the coordination of day-to-day department priorities.
• Prepare and support accounting entries, schedules, reconciliations, reports, and other accounting activities related to payroll and accounts payable.
• Support financial reporting, budgeting, audit requests, and other accounting activities as assigned.
• Review transaction support, identify discrepancies or exceptions, determine appropriate follow-up, and escalate issues when necessary.
• Troubleshoot payroll, accounts payable, and related system or workflow issues and exercise independent judgement in resolving routine and complex operational issues within established policies, procedures, and internal controls; recognize when management input or approval is necessary.
• Provide operational continuity during staff absences or periods of increased workload by assisting with prioritization, workflow coordination, cross-training, and reassignment of work as appropriate.
• Identify opportunities to strengthen internal controls, improve accuracy, streamline processes, and reduce recurring errors or inefficiencies.
• Maintain confidentiality of employees, payroll, vendor, and financial information and perform duties in accordance with applicable policies, procedures, and internal controls.
• Participate in training and educational opportunities for ongoing professional development.
• Maintain regular and prompt attendance in the workplace.
• Essential personnel in emergencies.
• Performs other related duties as assigned.

Requirements

• Knowledge of the general operations and procedures of HC HUD, Federal and State programs, and properties.
• Ability to orient other employees and to explain organizational policies, rules regulations, and procedures.
• Strong working knowledge of payroll and accounts payable processes, including related reconciliations and accounting entries.
• Working knowledge of procurement, purchase order, invoice approval, and payment workflows.
• Ability to supervise staff by providing work direction, training, guidance, and feedback while remaining actively involved in daily operations and problem solving.
• Ability to review transaction support, identify discrepancies or exceptions and potential financial, compliance, or operational risks, determine appropriate follow-up, recommend corrective actions, and escalate issues when necessary.
• Ability to understand and troubleshoot financial system and workflow issues.
• Ability to work independently, prioritize competing responsibilities, anticipate operational needs, and manage recurring payroll, accounts payable, month-end, and year-end deadlines.
• Strong organizational skills, attention to detail, and commitment to accurate financial records.
• Ability to communicate accounting, payroll, and system requirements in clear, practical terms.
• Ability to develop, document, and improve procedures and workflows.
• Ability to maintain confidentiality and exercise sound judgment within established policies and internal controls.

Qualifications

Education and/or Experience

Post-secondary education in accounting, finance, business administration, or a related field is preferred. At least four years of progressively responsible accounting experience, including significant experience in payroll and accounts payable, is required. An equivalent combination of education and experience may be considered. Experience providing work direction, training, or supervision is required.

Experience with payroll systems and accounting or property management software is preferred. Experience with Yardi and Paylocity is preferred. Experience in affordable housing, property management, governmental, nonprofit, or other regulated environments is beneficial but not required.

Technical Skills

To perform this job successfully, the employee should have strong computer skills (e.g. Microsoft Office, YARDI, Elevate, DropBox, Teams, Zoom). Must have the ability to learn other computer software programs as required by assigned tasks.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; reaching and grasping; operating computers and other office equipment; moving about the office; and attending onsite and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone. The employee must occasionally transport up to 25 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office environment. The noise level in the work environment is moderate.

Residency Requirements

At Housing Catalyst, our work is rooted in community. Because of this, we believe it is essential for our team members to live within the community we serve. All employees in this role must be residents of Larimer or Weld County. Candidates who do not currently live in these counties will be provided up to six months to relocate. Limited exceptions may be considered in extenuating circumstances.

Equal Opportunities

Housing Catalyst is an equal opportunity employer and maintains a drug-free workplace. To provide equal employment and advancement opportunities to every applicant and employee, Housing Catalyst bases employment decisions on merit, qualifications, experience, and abilities. Housing Catalyst is also committed to working with and providing reasonable accommodations to individuals with disabilities.